Administrative & Operations Assistant

ABOUT THE ROLE
We're looking for an exceptionally detail-oriented, self-directed administrator to help keep our marketing operations, CRM, and content assets running without friction. This is not a creative marketing role — it's the backbone work that makes everything else possible. Think of this person as the 'office mom': someone who spots disorder, fixes it without being asked, and takes genuine pride in leaving things better than they found them.
If you're someone who instinctively color-codes your inbox, notices when a file is named wrong, and treats every task with the same diligence regardless of how small it looks — this role was written for you.
WHAT YOU'LL BE DOING

Email & Inbox Management
• Monitor and maintain our marketing mailbox: sort, tag, archive, and action incoming messages
• Apply existing mailbox rules, identify new patterns, and escalate where needed
• Reply to routine inquiries using established templates and scripts
Content Hub Maintenance
• Keep our content library clean: correct file naming, accurate keywords, up-to-date images, and proper categorization
• Flag outdated content and gather information on what needs to be refreshed
Error Tracking & Quality Assurance
• Monitor a shared team thread where errors in documents and web pages are flagged, and track each one through to resolution
• Perform weekly QA audits of sales listings on two websites; check descriptions, images, unit locations, and data consistency in the CRM
• Conduct mystery shopping — call dealerships and initiate chats to verify lead flow and response quality
Reviews & Social Media Replies
• Reply to customer reviews following our established SOP, templates, and escalation process
• Provide backup coverage for social media comment replies using prepared scripts
Reporting & Data Entry
• Download CSV reports from our CRM and populate standardized Excel reporting templates
• Assist with purchase requisitions (PRQs) in Microsoft Dynamics 365 (D365) — training provided
YOU'RE A GREAT FIT IF YOU...
• Are obsessively organized — you notice chaos and you fix it
• Write clearly and professionally in English
• Are comfortable in Gmail, Google Drive, Excel, and CRM tools
• Follow processes exactly and flag when something doesn't make sense
• Are reliable, responsive, and proactive — no chasing required
• Have experience in an administrative, operations, or customer-facing support role
NICE TO HAVE
• Familiarity with Microsoft Dynamics 365 or similar ERP/CRM platforms
• Experience with review management or social media community management
• Background in the RV, automotive, or travel/tourism industry

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